Executive Assistant

Role & responsibilities

This is a hybrid, high-responsibility role combining executive support with hands-on management of import-export shipping, documentation, and troubleshooting. The selected candidate will not only coordinate all logistics, shipping line liaison, customs clearance, and documentation, but also act as an Executive Assistant managing schedules, preparing reports, tracking follow-ups, coordinating with departments, and supporting strategic decision-making.

This role is ideal for someone with strong organizational abilities, excellent communication skills, and a solution-oriented mindset capable of handling both operational work and executive-level support.

Core Responsibilities:

A. Executive Support & Coordination

• Act as the right hand to managementcoordinating schedules, appointments, meeting minutes, and follow-ups.
• Prepare and organize presentations, reports, MIS dashboards, shipment trackers, vendor status reports, and financial summaries.
• Draft emails, letters, declarations, NDAs, and business communication on behalf of management.
• Maintain confidential business records, vendor contracts, regulatory and policy documentation.
• Track pending tasks, ensure follow-up with internal teams (Accounts, Supply Chain, Sales, Documentation, Warehouse).
• Coordinate appointments with consultants, auditors, suppliers, banks, and regulatory officials.
• Assist in strategic research—trade policies, import duty structures, logistics cost evaluations, compliance needs, subsidies.
  

B. Import-Export Shipping & Documentation

• Oversee all import/export documentation—Commercial Invoice, Packing List, COO, BL/AWB, MSDS, Insurance, FSSAI/FDA/Phytosanitary/ISFTA.
• Handle LC documentation, HS code classification, EPCG, Advance Authorization, DGFT filings, and customs compliance.
• Coordinate with international suppliers, freight forwarders, CHA, ISO tank operators, shipping lines, transporters, and inspection agencies.

• Troubleshoot shipment issues—delays, detentions, demurrage, document discrepancies, space rollovers, customs holds, regulatory queries.

• Track shipment timelines from PO to delivery, maintaining real-time shipment trackers with ETD, ETA, clearance status, and BL release.
• Negotiate (with shipping lines/freight forwarders) for extended free days, detention waivers, document corrections, and rate adjustments.
• Maintain and prepare MIS reports for logistics performance, shipping cost analysis, detention/demurrage expenses, and documentation accuracy.

Skills & Competencies Required

Technical (Mandatory):

Executive Assistant Skills:

Soft Skills:

• Solution-oriented problem solver
• Strong coordination and stakeholder management
• Detail-oriented and well-organized
• Ability to work independently, with strong ownership
• Quick learner, adaptable to changing priorities
  

Personal Attributes:

Integrity, professionalism, and confidentiality
Strong negotiation, follow-up, and communication skills Ability to multitask across shipping operations and executive-level support Calm under pressure, especially during shipment crises

Education & Experience:

• Graduate/Postgraduate in International Business, Logistics, Commerce, or Business Administration
• 5–10 years of experience in import-export operations, logistics, or executive support (combination preferred)